SECTION III: PROJECT REQUIREMENTS
III.1
SCOPE OF SERVICES
QUESTIONAIRE/SPECIFICATIONS
Complete the following section indicating whether the proposed software meets the stated
requirement.
Y=Vendor’s software fully meets the described requirements
N=Vendor’s software does not meet the described requirements.
For all “No” responses, please provide an explanation whether the requirement can be met in
the future with the proposed software. If additional space is required, please attach any
necessary documentation.
Note: the following table ‘Questionnaire / Specifications” must be submitted with the proposal.
SECTION
A
A1
A2
A3
A4
A5
A6
A7
A8
A9
A10
A11
SECTION
B
B1
B2
VENDOR INFORMATION
Requirements
Software is a web-based solution hosted entirely by the
Vendor.
Software is a server-based solution
The Vendor has been in business for over 5 years,
demonstrating commitment to market, long-term viability,
knowledge of industry needs and proven product
sustainability.
The Vendor has significant market presence as shown by
number of customer installations
The Vendor has established its partnerships with other
municipal agencies in the state.
The Vendor has stability as shown by annual revenues of
over $
The Vendor conducts a comprehensive annual customer
satisfaction surveys.
The Vendor has a customer care department dedicated to
the proposed product.
Live support is available for any issues from 8:00am-9:00pm
(EST) Monday-Friday.
Live support is available for software down issues 24 hours a
day, 7 days a week.
24 hour a day incident reporting and tracking is available
through the company website.
DATA SECURITY SPECIFICATIONS
Solution must meet PCI DSS/CISP credit card industry
Payment Applicator Best Practices.
All payments regardless of type (credit card, EFT, check,
etc.) and how taken (phone, internet, POS, mail, etc.) must
satisfy best industry practices and requirements.
Yes
No
Comments
List number of Customer
Installations
B3
B4
B5
B6
B7
B8
B9
B10
B11
B12
B13
B14
B15
B16
B17
B18
SECTION
C
C1
C2
C3
Vendor will provide a performance guarantee (Service Level
Agreement).
Vendor will provide a written letter and proof of PCI
compliance level yearly.
Vulnerability scans to be performed by PCI Security
Standards Council Approval Scanning Vendor.
Vendor will provide written results for Vulnerability scans on
request.
Vendor will notify in writing and by voice immediately if any
data breach has been detected on any hosted software and
will provide detailed assurance/information on what GACCRD
information has been compromised during this breach.
The software is PCI Level 1 compliant.
Self-Assessment Questionnaire (SAQ) passed.
The Vendor will provide a written copy of the most recent
SAQ.
If Vendor updates SAQ a new updated copy will be provided
for GACCRD.
Passwords protected by using an irreversible encryption
algorithm.
Software uses 2048-bit SSL encryption technology between
internet client and Data Center.
Vendor has a disaster recovery plan.
Backups should include online forms that are stored offsite.
Application should be protected by a double layer of
enterprise class firewalls.
Please answer (a) – (c):
Credit Card processing is:
(a) Provided by and is the responsibility of the vendor
responding to the RFP
(b) Is fully integrated and inherent to the application
software being proposed.
(c) Is not supplied by a third party.
Software’s Integrated (not processed by third party) credit
card processing has integrated with “Verified by Visa and
MasterCard Securecode” such that Customers that are
registered with Visa or MasterCard will be prompted for their
secure password during the payment process for self-serve
online transactions.
GENERAL SOFTWARE SPECIFICATIONS
Software is compatible with Windows XP/7/8/10.
Software is a web-based solution hosted entirely by the
Vendor and provides users and citizens accessibility by web
browser.
Software works with all web applications; i.e., Explorer,
Mozilla-Firefox, Safari, Google Chrome.
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C4
C5
C6
C7
C8
C9
C10
C11
C12
C13
C14
C15
C16
C17
Software offers security feature to grant/deny access to
software functions for each user. Security to be down to the
level of each individual menu choice.
All application capabilities, features, functions and credit card
processing are fully integrated within a single web enabled
application.
All modules share common data life components such as
participants, names, addresses and companies.
Staff accesses all functional areas (Registration, Facilities,
etc.) from a single “login” screen without having to launch and
then minimize separate screens for different functional areas.
Software allows unlimited combination of transactions from
multiple functional areas on a single receipt and without
having to launch and minimize or close separate modules.
An example would be to process multiple activity registrations
and reserve a facility all on a single receipt.
Software allows staff to access the organizations data from
anywhere at any time with just a browser, internet connection
and user ID and password.
The proposed Software allows the Software Administrator to
create user “profiles” that allow and grant security rights to
various functions of the software.
Software offers capability to limit staff users access to
specific Sites (where a Site is defined as a cost center),
versus global access to all modules for all Sites.
Software allows logging of staff changes to activity records,
including activity dates, fees, accounts, departments and
categories, instructors and activity level payroll details.
Software provides the user with user-controlled “selection
screens” prior to running each report. Selection screens
allow the user to narrow the report specification by choosing
only relevant data, such as reporting just for a single center,
for a single or group of facilities, dates, times, etc. Report
selection of this type may be made either individually, or in
combinations.
Software allows entry of “global” skip days, such as
Christmas Day. Software will not allow reservations for
sessions or events on dates designated as skip days.
Software allows the ability to override “global” skip days for
specific events and reservations.
Software utilizes redundant web servers and database
servers to ensure data integrity and automated site
monitoring software.
Software includes the ability to produce consolidated day end
financial reports that provide consolidated totals from all
functional areas, such as a Grand total of all enrollments,
plus reservations, etc.
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C18
C19
C20
C21
C22
C23
C24
C25
C26
Software allows maintenance functions to be performed
without having to launch a separate maintenance software
program. For example, the user could increase the
maximum class size for an activity and immediately process
new enrollments without having to launch/switch among a
separate software module for enrolling vs maintenance.
Software offers extensive “Drill Down” capabilities extensively
throughout so staff can view just the necessary information on
each screen yet retain the ability to easily access multiple
levels of more in-depth information with just one click. For
instance, a payment screen will display just the customer
payment information with a button that allows the user to “drill
down” to the customer’s complete contact information and
transaction history.
Searching for a Customer: Software offers the ability to do
“sounds like” searches on customers and companies.
Searching for a Customer: software provides the ability to
use wildcard search characters (*,?,%) in all text fields on the
customer search page.
Searching for a Customer: software offers the ability to
search for customers by customer ID and by telephone
number.
Software allows the ability to select which fields are required
for account creation. Choices will allow for different
requirements online opposed to over the counter.
Software offers ability to split households in the event of
divorce.
Software has automatic search for duplicate account
functionality, whereby duplicate accounts can be quickly,
easily and automatically merged without losing transactional
information.
Software provides capability to scan, and upload documents.
Please answer (a) – (c):
Software provides the ability to:
(a) Suspend customers (e.g. they are banned from
using services, either temporarily or permanently)
(b) Specify a date range and reason for the suspension
(c) Specify which functional areas/modules and sites
that the suspension will include (staff and/or
customer (public access).
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SECTION
D
D1
D2
D3
SECTION
E
E1
E2
E3
E4
E5
PAYMENT PROCESSING AND REFUNDING
Please answer (a) – (d):
Software provides options to decide and then configure
option for whether payments for outstanding balances are
required. The options provided by the software should
include:
(a) Outstanding balance payments are optional
(b) Outstanding balance payments are required
(c) Outstanding balance payments are required if the
outstanding balances of $’X’ where our organization
decides what ‘X’ is
(d) Outstanding balance payments are required if the
outstanding balance has been due for a certain
number of days, where our organization decided on
the number of days
Please answer (a) – (d):
Required: for mass refund transactions (refunding fees for
multiple customers), you can refund:
(a) the entire activity fee, or
(b) only part of the fee, plus
(c) refund and withdraw selected customers from the
activity, or
(d) refund and leave selected customer registered
Software allows the transfer of debits or credits to another
member in the software.
REPORTING
All reports have the ability to be viewed on screen or output
as Excel Spreadsheet, html, or pdf files.
Software provides the availability of customized reporting or
the ability to download the database and utilize third-party
reporting tools.
Software provides the user with user-controlled “selection
screens” prior to running each report. Selection screens
allow the user to narrow the report specification by choosing
only relevant data, such as reporting just for a “range” of
activity numbers, reporting for just a specific revenue
account, a specified staff instructor, etc. Report selection of
this type may be made either individually, or in combinations.
Software allows each user to identify “Favorites” or an
equivalent. In this area, users can create their own
customized list of favorite task areas that is unique only to
them. Upon initial login to the software, all Favorites are
presented to the user.
Software keeps pertinent information and software choices
permanently “anchored” on the screen, so that this
information is always accessible no matter what transaction
is being processed. The menu choices such as Enroll,
Reserve, etc. are always accessible.
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E6
E7
E8
E9
E10
E11
E12
E13
E14
E15
E16
E17
E18
E19
E20
Software produces all of the following Activity reports:
 Master report listing all activities, descriptions,
dates, times, etc.
 Report listing all activities and all text descriptions,
notes, etc.
 Under minimum enrollment report
 Under maximum report
 Full activity report
 Activity totals and statistics
Software produces Attendance Sheets, which include actual
session meeting date(s) and a capability to ‘sign in’ and ‘sign
out’.
Software produces reports by Activity, for Net Revenue.
Software will produce all of the following ‘Daily Close’ reports:
 cash receipt report, listing all receipts processed
payment type, and totals
 cash distribution summary, showing all payment
distributions
 account transfer report, showing funds flow among
revenue accounts
Software produces Monthly and Yearly reports similar to the
Daily Close reports.
Daily, Monthly, and Yearly reports can be specified by date
range, starting and ending times.
Software allows the ability to reprint receipts and vouchers.
Software produces the New Revenue reports. Each of these
reports can be produced in a summary or detail format, and
sorted by Activity, Season, Category, or Revenue Account.
Software produces Refund report, showing all refunds for a
specified date range.
Software has the ability to calculate and track customer
balances and accept customer payments on account.
Software has the ability to post adjustments to customers
account balance.
Software has the ability to calculate and track customer
balances and accept customer payments on account.
Software has the ability to post adjustments to customers
account balance.
Software will produce customer statements.
Software will produce and print Wait List confirmations.
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E21
E22
E23
E24
E25
E26
E27
E28
E29
SECTION
F
F1
F2
F3
F4
F5
F6
F7
F8
F9
Software produces rosters, including all of the following
options and data elements:
 All rosters for a site, category, instructor, or
supervisor
 All rosters are activities starting within a specific
date range
 “Brief” or “Expanded” roster formats
 Printed rosters, or mailing labels for participants on
a roster
 Inclusion/exclusion by enrollment type, such as a
wait list, refunded entries, etc.
Software allows rosters to be sorted by:
 Chronological entry order
 Alphabetical
 Team Name
 Age
Software allows two Emergency Phone contacts to be
displayed on roster reports.
Software will produce Receipt Payment reports.
Software produces statements and statement reports.
Software produces customer Balance Due reports.
Software produces Net Revenue Reports by Package.
Software produces Daily Close, Monthly Close, and Yearly
Close reports.
Software produces daily activity report.
MARKETING and COMMUNICATION
One central database across all modules tracks customer
information, with one view of customers across all sites in the
organization(s).
Marketing and Communication is built into the software and
automatically included.
Software provides integral Marketing Report capabilities,
allow staff to print reports, labels and generate email lists
based upon multiple selection scenarios, such as zip code,
gender, area, and age range.
Software allows an unlimited number of emailing and hardcopy mailing lists to be identified and created.
Software provides capability of an automated “List Building”
tool to segment marketing audiences.
Software allows email to send directly from within the
software to one or many individuals, accounts, companies,
etc.
Software allows email campaigns to be sent in text or HTML.
Ability to personalize emails with individuals’ names.
Ability to save and reuse Email Marketing Campaigns.
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F10
F11
F12
F13
F14
F15
F16
F17
F18
F19
F20
F21
Ability to designate specific customers and companies as
“non-mail customers” so customers will not receive unwanted
communications.
Software’s email communications must be automatically
compliant with CAN-SPAM regulations, including opt-out
option.
Broadcast email lists can produce participants by all of the
following:
 Customer
 Mailing List
 Geographic Area
 Activity
 Enrollment Status
Software provides for Notes/Alerts/etc. (title and type should
be customizable) to be tagged to a customer account, such
that upon next staff access of that account OR public website
login, the Customized Alert is displayed.
Software allows creation of FUTURE alerts/notes/reminders
that can be applied to (a) individual customer, or (b) batch of
customers.
Software allows users to set valid start dates and valid
expiration dates for notes/alerts/reminders, such that the
software will automatically post and remove the note/alert
upon reaching those dates.
Software provides internal staff/user messaging software,
such that staff have the ability to send and receive internal
messages within the software; when staff log on, the
message “you have new messages” should automatically
appear.
Software provides Interest Lists, whereby customers are
automatically grouped together by area of interest for email
or letter notifications. Interest lists would be used for
marketing new offerings to our customer base and would be
maintained as a master list, where individual lists can be
attached to specific Activities, Facilities, or individual
Customers.
Further to above, Interest Lists do not require the Customer
to sign up to be on the list. The Interest List should operate
that persons registering for specific programs would be
grouped together naturally.
Software provides the capability to assign interest lists to
activities in order to track customer preferences based on
registration patterns.
Software provides ability to set up Subscription Lists,
whereby customers elect to subscribe to particular mailing or
communication groups that are used to send regular email or
postal mail communications to customers.
Software allows both staff and customers to manage
Subscription Lists.
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F22
F23
F24
F25
F26
F27
F28
F29
SECTION
G
G1
G2
Software provides ability to create unlimited number of
customized attributes/criteria termed Demographics; these
attributes can be assigned to customers for reporting/analysis
purposes.
Software provides ability to create unlimited number of
“Custom Questions” that can be asked either globally or
during a transaction in order to gather additional
demographics or program specific information.
Software is able to report on any one or many Custom
Questions and their associated answers.
Mailing labels can be produced using any combination of
filters, including but not limited to, population database,
registration information, reservations, etc.
Mailing labels can be produced for participants by all of the
following:
 Customer
 Mailing List
 Geographic Area
 Activity
 Enrollment Status
Ability to run transaction comparison reports including
number of transactions and revenues to monitor the
effectiveness of marketing campaigns.
Vendor provides – without additional charge – an ‘eMarketing
Center’, where 24/7 access to tactics, tools and programs are
available to help us successfully market our services. This
service should be at no charge and should provide templates,
design resources, and guides that will assist in increasing
visibility of our new initiatives.
Ability to send TEXT messages to a designated group of
recipients via the software.
ACTIVITY REGISTRATION
Software allows staff to register participants through their
workstations at the same time that an optional internet
registration capability allows customers to register
themselves through the internet.
Software allows capability to set priority registration dates for
returning customers for each activity (versus only ability to
set this as an ‘all-or-non” global setting), allowing returning
participants to register ahead of new participants. Software
will allow the specification of the dates and times for priority
registration depending on resident status, and staff-side or
public registration.
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G3
G4
G5
G6
G7
G8
G9
G10
Activity data fields must track ALL of the following elements.
Explain any variance.
 Activity Number, Activity Name
 Season, Category, Instructor, Location
 Staff Supervisor
 Activity status (open, closed, tentative, on-hold, etc.)
 Gender
 Beginning date and time
 End date and time
 Days of week activity meets
 Date that registration will be first allowed
 Minimum and maximum age
 Minimum and maximum enrollment levels
 Minimum and maximum school grade
 Prerequisite activity
 Instructor payment data
 Text areas for Category, Receipt Notes, and internal
Staff Notes
 Calculation and storage of all session dates and
times
 Enrollment statistics
 Denotation of which mailing list are appropriate for
each activity
Software to allow an unlimited number of activity fees to be
assigned and entered for each activity. A separate revenue
account to be able to be assigned to each fee.
“Pre-fill” conditions can be assigned to each activity fee or
discount. (Such as defining a senior discount of $5, and
specifying that this should be automatically pre-filled if the
person enrolling is over a specified age, such as 65.)
Software also offers the ability to handle percentage
discounts.
Multiple instructors can be assigned to each activity.
Individual instructors pay calculation methods can be entered
for one or more instructors per activity. Payment methods
can be a choice of % of revenue collected, a fixed contract
fee, and a variable fee such as a set amount of pay per
student, hourly pay, or combination of these.
Text may be entered for activities, including a Catalog
Description with text to appear in Class Catalog or Activity
Guide, “Notes” to appear on the customer’s receipt, and
“notes” which are for internal staff use only.
Software will export Activity Information to a data file for use
with a desktop publishing program.
Software allows entry of beginning date, beginning and
ending time, and selection of which days of the week it will
meet. Software will automatically calculate all session
meeting dates, which a complete list of all dates, number of
total session meetings and total session hours.
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G11
G12
G13
G14
G15
G16
G17
G18
G19
G20
G21
Activities may be designated a “team sport”, such as soccer.
When identified as a team sport activity, the software will
automatically track player and team names during the
enrollment process; will automatically assign players to
teams if desired by the staff, and will produce activity rosters
that are sorted in order by teams and players.
Activity Registration shares common data files for
participants, names, address, and companies with Facility
Reservation software functional area.
The Activity Registration functional area will automatically
calculate all activity session meeting dates for the activity,
and allow facilities to be scheduled and reserved at the same
time that new activities are entered. Scheduling and
reservations are to be performed without requiring duplicate
data entry or requiring any switching between programs.
Activities can be coded as either “open” for activities which
are in the current season, or “closed” for activities which may
only be offered in other seasons. Software will allow new
enrollments into all “open” activities, and not allow enrollment
into “closed” activities. Activities have special “mask” to
ensure data validity.
The system must have a configurable activity number “mask”
feature that validates and enforces proper activity number
entry.
The software allows activities to be copied from one season
to another.
Software allows multiple prerequisite activities to be included
together in individual groups so that any match within the
group will be considered to meet the prerequisite for that
group.
Software allows New Enrollment, Refunds, Transfers,
Deposits, Wait List entries, and Voids.
Software allows participants to be enrolled into activities and
enrollments are priced automatically.
A participant can be enrolled into multiple activities without
having to re-select or re-input the participant name each
time. Multiple participants can be enrolled into the same
activity without having to re-input or re-select the activity
name each time.
The proposed Software allows entering a quantity during
registration, such as enrolling (quantity) 5 people into an
activity under a single enrollee name. Ideal for registering
larger groups such as scouts or youth groups.
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G22
G23
G24
G25
G26
G27
G28
G29
Participant data fields include all of the following:
 First and Last Name, Street Address, City, State, and
Zip Code
 Home, work, emergency, FAX, and cell phone numbers
 E-mail address, Birth date, Age, Sex
 Notation if resident or non-resident
 Participant ID number, Family or Household ID number
 Denotation of Head of Household
 Customer balance, Customer Type, Company
 Text Notes
Multiple enrollment transaction types can be combined onto
a single receipt, such as combining a new enrollment, a
refund, and a transfer onto a single receipt.
Any type of non-enrollment transaction can be processed
both before and after entering an enrollment without having
to launch, switch, or minimize/maximize between different
programs or screens. An example is to sell a customer a
facility rental and then enroll them into an activity all in one
step, or enroll them first and then sell them a rental all in one
step, etc.
Participants can be “transferred” from one activity to another
using a “transfer” capability in the software and all in one
step that does not require one step for deletion and a
second step to re-enroll. A single consolidated receipt can
be printed that includes what the participant transferred out
of, and what they transferred into.
Software includes functionality that complements a Mass
Registration process, allowing a large number of people to
be registered quickly.
Software automatically checks and notifies the operator if
they attempt to enroll:
 A participant into an activity if that participant is already
enrolled
 A participant into an activity that is closed or full.
 A participant into an activity if they are the wrong age or
gender
 A participant into an activity before the authorized “first
registration” date
Software allows inquiry by participant’s name, and “onscreen” review of all activities that participant is currently
enrolled in. Software also allows inquiry by participant name,
and review of all activities that participant and their entire
family is enrolled in.
Software allows entry of a “table” which includes all pertinent
zip or postal codes, and the corresponding city. During
enrollment, the staff may enter a participant zip code, and
the software will pre-fill the corresponding city name
automatically.
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G30
G31
G32
G33
G34
G35
G36
G37
G38
G39
G40
G41
G42
G43
During enrollment for a minor participant, the parent or
family name does not need to be entered first.
The enrollment process allows “keyword” selection of
activities by activity name or activity number.
Using a
“keyword” is the normal method for selecting an activity.
Software allows for more advanced searches than what is
possible with a keyword. Examples include viewing all
activities for a selected location, or viewing all activities for a
Category, such as all “Aquatic” activities.
If an activity keyword is entered, (i.e. “Dance”), the software
will find all activities that have the word Dance in the Activity
Description, regardless of whether Dance is the first word in
the description or is embedded in the Activity Description.
During enrollment, the customer name, address, and other
information are displayed. If a user wishes to “drill down” to
view more specific data, the user can double click in the
user name area and “drill down” directly to the customer
record.
When there is an age restriction for an activity, the software
automatically calculates the age of the enrollee as of the first
session meeting date, and not as of the date of enrollment.
Age can also be calculated from an activity specific date
entered by the user that overrides the first session date.
Software has a Team Management function that allows
users to add and remove enrollees from teams.
Software offers the ability to view a family’s entire
registration, reservation, membership / pass and payment
history.
Software provides the ability to easily change and override
the enrollees “rank” on the waiting list. This allows for
manipulation after the fact to move individual wait list entries
either up or down in priority.
Software sorts waitlisted enrollees by the date in which they
register.
Software allows user to automatically produce and print
weekly instructor schedules.
Software allows collection of payment by cash, check, credit
card, scholarship funds or also “from account” if the customer
has a credit balance. Incomplete payments can be accepted,
including “split” payments with part paid by check, part cash,
and part from account, etc.
The software can accommodate multiple persons paying for
a single enrollment transaction and on a single receipt. For
example, a divorced set of parents can each pay ½ of the
total enrollment fee(s) for a child using two separate checks.
Software will permit refunds without withdrawing from an
activity. For example, if one session of an activity is
canceled, the enrollee may be given a pro-rated refund
without having to withdraw them from the activity.
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G44
G45
G46
G47
G48
G49
G50
G51
G52
G53
G54
G55
G56
G57
Software produces all of the following Activity reports:
 Master report listing all activities, description, dates,
times, etc.
 Report listing all activities and all text descriptions, notes,
etc.
 Under minimum enrollment report
 Under maximum report
 Full activity report
 Activity totals and statistics
Software produces Attendance Sheets, which include actual
session meeting dates(s) and a capability to “sign in” and
“sign out”.
Software produces reports by Activity, for Net Revenue.
Software produces Net Revenue reports. Each of these
reports can be produced in a summary or detail format, and
sorted by Activity, Season, Category, or Revenue Account.
Software has the ability calculate and track customer
balances and accept customer payments on account.
Software produces a refund report, showing all refunds for a
specified date range.
Software has the ability to post adjustments to customer
account balance.
Software will produce and print Wait List confirmations.
Software produces rosters, including all of the following
options and data elements:
 All rosters for a site, category, instructor, or supervisor
 All rosters for activities starting within a specific date
range
 “Brief” or “Expanded” roster formats
 Printed rosters, or mailing labels for participants on a
roster
 Inclusion / exclusion by enrollment type, such as wait list,
refunded entries, etc.
Software allows rosters to be sorted by:
 Chronological entry order
 Alphabetical
 Team Name
 Age
Software allows two Emergency Phone contacts to be
displayed on roster reports.
Software allows any display page in the software to be
printed by right clicking and selecting “print”.
Population data such as customer address, telephone
number, etc. can be updated, changed, or deleted entirely
from within the Registration application functional area, and
without requiring the need to open or “launch” a separate
“maintenance” program.
Software allows staff to change the stored parameters of any
activity while in the registration application program, and
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G58
G59
G60
G61
G62
G63
G64
G65
SECTION
H
H1
without requiring the need to open or “launch” a separate
maintenance program. Examples of such changes to
activities include increasing the maximum class size allowed,
or adding, deleting, or changing the activity fees.
Software allows for “retiring” of enrollment data and rosters at
the end of a season to allow for easy setup of the application
to handle the upcoming season. Retired data is stored
permanently in a historical file, and is accessible for
marketing purposes.
Software will allow registration of participants into activities
offered in multiple seasons at the same time, such as
registration in both late Summer and early Fall programs.
Software does not require one season to be closed before
starting another.
Text to include on Receipts, Vouchers, and Wait List
confirmations is user definable.
Software allows the “appropriate” mail lists for an activity to
be identified at the same time that the activity is created.
When so identified, participants will be automatically added
onto the appropriate mailing lists when they are enrolled into
the activity, without requiring a separate screen or any data
entry at the time of enrollment.
One or multiple mailing lists can be identified as being
appropriate for individual activities at the time the activity is
created. If a mailing list is identified in this manner, all
participants who enroll for this activity will be automatically
entered onto these mailing list(s) without requiring additional
data entry.
Mailing labels can be produced for any individual or
combination of rosters.
Please answer Yes/No to each (a) – (d)
For mass refund transactions, you can refund:
a) the entire activity fee, or
b) only part of the fee, plus
c) you can withdraw selected customers from the activity, or
d) leave selected customers registered
INSTRUCTOR MANAGEMENT
Hosted software tracks all of the following instructor
information:
 Instructor Name, Address, Phone number(s)
 Indication of whether phone numbers can be released to
students
 Social Security Number, Instructor ID number
 “Search” keywords for instructors with similar skills
 Notes capability for instructor certifications, awards,
skills, etc.
 Default type of payment, including fixed fee, percentage,
or variable fee.
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H2
H3
H4
H5
H6
H7
H8
H9
H10
SECTION
I
I1
I2
I3
I4
Software will automatically produce and print Instructor
Contracts.
Software offers the opportunity to customize text for
Instructor Contracts. Text entered into a “Contract Text” field
will display on the Instructor Contract.
Software will automatically produce mailing labels for
instructors.
Software allows user to enter expenses and instructor
payments against activities. These expenses can then be
reported on via instructor payment due reports and net
revenue reports.
Software allows user to automatically produce and print
weekly instructor schedules.
Software allows payroll for staff and instructors based on
either a timesheet model or a pro-rated model.
Software calculates Instructor payments by flat fee, $ per
hour, $ per booking, $ per participant or % of total fees (with
or without material costs).
Software allows the calculation of fees per hour based on
attendance of per session based on attendance.
Software allows the organization to set the frequency of
payroll periods for instructors and staff whether, using a
timesheet model or a prorated model.
FACILITY RESERVATIONS
Facility Reservations Module is fully integrated and therefore,
can share data with all other software components (e.g.
Registration module, Rental module, etc.)
When operated along with Activity Registration, the software
will automatically accept and process facility reservations at
the time as new activities are entered, without requiring any
duplicate or additional data entry.
Software offers the ability to add extra detail information to
the facility and center records such as floor plans, pictures
and layouts.
Facility data fields are to include all of the following elements:
 Facility Code/Id
 Facility Name
 Facility Type
 Opening and closing times for each day of the week
 Overlapping facilities
 Text facility notes
 Individual “skip dates” for the specified facility
 Default permit disclaimer to use
 Minimum reservation time, in minutes
 Denotation of whether the facility is open 24 hours/day
 Search keywords (such as a room with a CABLE TV)
 Denotation of which mailing lists are appropriate for
persons who rent this facility
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I5
I6
I7
I8
I9
I10
I11
I12
I13
I14
I15
I16
Software will allow entry and management of multiple
Centers, Facility Types and Facilities. Software will also
allow a user to search for facilities based on any one or any
combination of these same parameters.
Software will produce a Facility Master Report, showing all
facilities and related information.
Software allows for management of and produces reports
relating to all “overlapping” facilities. If you have one large
meeting space that breaks into multiple small spaces and a
small space is reserved then the larger space would be
unavailable.
Software allows an unlimited number of mailing lists to be
identified and created. Software allows the "appropriate" mail
lists for a facility to be identified at the time that the facility is
created. Automatic update to appropriate list with reserving
person name.
Software allows default charges to be entered for facility
types and customer types, and allows individual / unique
charges down to the individual facility level.
Software allows access to individual facilities to be restricted
by user, as well as by security profile access.
Software allows new reservations to be entered, produces
permit contracts receipts, and prevents double scheduling of
facilities.
Software allows multiple facilities to be rented by a single
customer in one step, without requiring multiple permits or
duplicate data entry.
Provides a user configurable on-screen scheduling calendar
to view any number of facilities at once and by day, by week,
or by month. Time increments in the Scheduling Calendar
may be set as low as 5-minute increments up to 2-hour
increments. The defaults which control the date, display time
increment, facility, and starting display time (to appear in the
Scheduling Calendar when it is first displayed) can be
controlled and set by the user.
Software handles 24-hour reservations and overnight
reservations.
Software allows searching for unique keywords within
specific facilities, such as searching Meeting Rooms but also
being able to specify that the desired room must have a
CABLE TV hookup.
Software allows search by Facility Name, Center Name,
Facility Type and Geographical Location.
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I17
I18
I19
I20
I21
I22
I23
I24
I25
I26
Software automatically will search for multi-day or multifacility reservations, such as for a customer who wants to
reserve a meeting room from 1 to 3pm, from June 1st to July
30th, only on Tuesdays and Thursdays, and only on the 1st
and 3rd weeks of the month. After searching, Software will
display a screen that shows number of dates requested,
which facilities were searched, and which facilities were
available for the requested dates.
After a reservation is processed for one facility, Software will
allow the user to process reservations for a second (or more)
facilities on the same permit.
Software will automatically detect if a facility is unavailable
due to an overlap conflict, such as if the Soccer Field is being
used, which would make the Ball Field unavailable for that
same time.
Software will allow the “attachment” of one or more
disclaimers along with each reservation that is processed.
The Software will allow multiple disclaimers to be entered
and stored, with the text in the disclaimers being userdefinable. Disclaimer text will appear on Permit Contracts
that are produced.
Software will allow reservations to be processed for
individuals, companies, or both. If a company is used,
Software will allow entry of the agent or contact person.
Software will track the Event name and number of persons
attending for each reservation. After the reservation is
completed, the Event Name is to be thereafter displayed in
the Scheduling Calendar when viewed in the Daily and
Weekly format.
Software will allow entry and storage of “standard” setup
instructions, which can be individually stored and customized
for each type of facility. When a reservation is processed,
Software will allow attachment of standard setup instructions,
and also allow entry of specialized or custom setup
instructions.
Software will allow entry of rental charge data in a Facility
Rental Price List, and thereafter automatically price new
reservations, including hourly charges, deposits, and more.
New charges to take into account the required deposits,
rental fees, customer type, and appropriate facility charges.
Facility Rental Price List to allow for unique charges down to
each individual facility, and allow for variable charges based
on customer types such as resident, non-resident, profit, nonprofit, etc. Software shall allow entry of an unlimited number
of customer types.
Software allows setup and automatic assessment of
reservation fees based on Customer Type, Center, Site,
Facility Type, Event Type, Location/Facility, Day of Week,
and Time of Day.
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I27
I28
I29
I30
I31
I32
I33
I34
I35
I36
I37
I38
Software allows collection of payment by cash, check, credit
card, or also “from account” if the customer has a credit
balance. Incomplete payments can be accepted, including
“split” payments with part paid by check, part cash, and part
from account, etc.
Software includes a customer Account Management and
Accounts Receivable software to track customer balances
and provide reports for all payments coming due.
Software will notify operator if they attempt to reserve:
 For a facility that has already been scheduled for that
date and time
 If the requested date and time conflicts with a “global”
date restriction
 For a facility that is unavailable due to use by an
“overlapping” facility
 For a facility that has a conflicting “individual” date or
time restriction
Software will produce reservation Permit Contracts “on
demand” or printed in batches.
Software allows reservation inquiry by person’s name or
facility name, and provides printed reports or “on-screen”
review of all reservations.
Software produces a Reservation Master Report, including all
of the following options and data elements:
 All reservations for a specific center
 All reservations for a specific facility type, such as
Meeting Room or Ball Field
 All reservations for a specific date range
 All reservations for a specific customer
 Combinations of the above
Software allows the user to link from a facility calendar to the
schedule detail for that week. Usage calendars to be in
day/week/month calendar type format, and to include the
event name and beginning reservation time.
During reservation entry, a participant zip code may be
entered, and the corresponding city and state will be pre-filled
automatically.
Text to include on Disclaimers, Permit Contracts, Vouchers,
and Receipts is user definable.
Software will produce a Facility Event Setup report for the
maintenance staff, which includes all reservations for a
selected date range, and includes setup instructions.
Software allows existing Reservations/Permit Contracts to be
easily recalled for editing and changes without having to
cancel the original reservation and begin again. This includes
the ability to alter fees charged and payments made.
The software will display a list of all facilities, or allow limited
searches for facilities.
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I39
I40
I41
I42
I43
I44
I45
I46
I47
I48
If a user wishes to narrow the search and display of facilities,
the software will permit the search to be narrowed by limiting
the displayed facilities to a Center, Facility Type, Site, Area,
or combinations of these.
Software has a Reservation Request function that allows
tentative reservation of entities that require approval by a
supervisor(s). These reservations have expiration dates.
When the expiration date has been reached, the reservations
are no longer valid.
Software allows for reservations to be restricted by overall
capacity, event configuration capacity and event type
restrictions.
All charges can be configured in units of measure of each,
Per Day, Per Hour, Per Week, or Per Month. All charges
can be configured so that they are only activated within
certain hour blocks of the reservation. For example, one
charge is only activated for the first hour of the reservation
and another charge is activated for all hours after the first
hour.
Software includes a Permit Approval Tracking feature that
allows users to setup email-based approval tracking to
manage reservations that require extensive sign-offs from
other departments, such as Fire, Police, etc., prior to permit
approval.
Software allows users to search for a block of open time
between specified dates and times, rather than a specific
date and time pattern. For example, if a user performs a
normal search inquiry for facility types of “Picnic Area” for
Aug. 1st from 6pm to 10pm, the software will search for open
time on Aug. 1st from 6pm to 10pm. User can define Open
Time Block length for search such as search all 60-minute
time blocks for specified date. User then has the option to
choose the open time block they wish to reserve.
Software offers the ability to cancel reservations from both
the charge or payment screens. When the reservation is
cancelled, the reservation is removed from the software.
When canceling a permit, the facility is no longer booked.
Refunding a permit alone does not assume cancellation.
Software allows deposits to be placed, including a partial
payment at the time of reservation and collection of the
remaining balance later.
Software allows the ability to reprint receipts and Permit
Contracts.
Software allows the setting of BOTH the minimum AND
maximum number of days in advance customers can reserve
a facility, such that when both values are set, customers can
reserve an entity only within a specified period of time prior to
the session date.
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SECTION
J
J1
J2
J3
J4
J5
J6
J7
J8
J9
J10
J11
J12
J13
J14
J15
J16
J17
J18
J19
J20
J21
J22
SECTION
K
K1
LEAGUE SCHEDULING
Schedules teams for league and tournament play.
Creates round robin schedules.
Creates single and double elimination tournaments.
Standard and seeded brackets for tournaments supplied.
Create back to back games.
Ability to “roll-over” leagues from session to session.
Ability to switch home & away for back to back games.
Balances league based on times, location and home vs.
away.
Ability to register participants as team or individuals.
Ability to reserve facilities for the specific use of league play
and have the option to release those facilities if not required
Ability to schedule officials based on qualifications and ability.
Ability to enter and update scores on-line.
Ability for officials to update statistics via web.
Ability to modify any date without having to cancel the whole
schedule
Auto-fills the next bracket as games are completed in a
tournament.
Allows multiple days and times per week.
Registration and payment available over the internet.
Teams and individuals able to waitlist for specific leagues.
Ability to allocate practice facilities and times.
Public and Secure reports available on internet.
Ability to print ID cards so officials can check at the beginning
of each game.
Ability to separate league registration from league
management.
PUBLIC ACCESS: ONLINE ACCOUNT MANAGEMENT
Please answer (a) – (g)
When customer does not have an existing account, Software
offers the following online options:
a) no option to create account online
b) option to only request an account online
c) option to create an account and have it immediately
available for use
d) option to require new accounts created on the customer
site to be approved on the staff side prior to being able
to use them for transactions. If selected, online account
requests are considered pending until they are
approved by admin staff.
e) Option to activate online user accounts only after email
validation. If selected, an activation email will be sent to
the customer's email address, and they have to click on
a link to activate their online account, ensuring the
account cannot be activated if the customer did not give
Recreation Management Software RFP
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a valid email address.
Option for the software to auto-create a password for an
account for online access. The Password will be
included in the account creation confirmation sent
automatically by email.
g) Option to specify number of days until the auto-created
password (in (f) above) for Online access expires.
Software gives option to validate the customer's street
address when an account is requested from the customer
(public access) site.
Software allows customers to add all family members at the
time of account creation and have them approved as a group
instead going back in and having each family member
approved individually.
Software allows the customers to access their personal
account information via the Internet with an assigned user
name and password.
Software provides the option to allow customers to change
their account information and specify what information they
can change by themselves.
Software provides the option for organization to enforce
customers change their software-generated initial password
the first time they log in.
Software provides the option for the organization to set when
the customer’s public access (a) login and (b) password will
expire AND prompt customer to enter new information by
having an expired warning screen (complete with new
password strength indicator) display when they login to public
access site.
Software provides the option to prevent staff from changing
the customer's login or password on the customer (public
access) site.
Please answer for (a) – (y)
Software allows organization to decide what they wish their
customers to see and perform on the public access side,
meaning customers should be able to do – at the option of
the organization – all of the following but not limited to:
a) allow customers to view & print their family schedule
b) allow customers to view their account deposits
c) allow customers to view their debit/credit transactions
and account balance – both current and prior and
print results for their record
d) allow customers to view their previous transactions
(for example: Enrollments or Reservations)
e) allow customers to view transactions that require
attention (for example: unsigned waivers or checklist
items they must return prior to their reservation being
approved).
f) allow customers to view their activity/program grades
in their activity enrollments
f)
K2
K3
K4
K5
K6
K7
K8
K9
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SECTION
L
L1
g) allow customers to view their scholarships
h) allow customers to change their login name and
password, as well as their secret question and
answer
i) allow customers to change their address and
personal information
j) allow customers to change their answers to custom
questions that were asked in their previous
transactions (e.g. update their preference for Team
Jersey number)
k) allow customers to change information about their
family members or friends, as well as add a new
family member or friend to their account
l) for coaches and instructors: allow them to view their
evaluated skills
m) allow customers to view their account balance and
make payments to their account
n) allow customers to view a list of their previous
payments and receipt details
o) allow customers to view a list of their previous
payments, filtered by transaction type and date
range, with payment and transaction details
p) allow coaches/instructors to run the Roster report for
activities that they are teaching
q) allow instructors to view and print the standard
Attendance Sheet for activities they are teaching
r) allow instructors to send email to participants of
activities they are teaching
s) allow instructors to enter Pass/Fail marks of
participants of activities they are teaching
t) allow instructors to edit participants skills
u) allow team contacts to manage their teams online
v) allow instructors to view their bookings online. This
function should only be available to instructors who
are authorized to perform online administration of
their activities.
w) Software provides ability for an email to be
automatically generated and sent to the specified
staff to notify when customers change settings on
their customer profile, select this option. The email
should include: what details change, the date and
time when the change occurred and which customer
specifically made the change.
PUBLIC ACCESS: ONLINE ACTIVITY REGISTRATION
Software offers the ability to dynamically generate .html web
pages and post activity data already entered into the
registration management component of the software. No
redundant data entry is required.
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L2
L3
L4
L5
L6
L7
L8
L9
L10
L11
L12
L13
L14
L15
L16
Ability for the public to view posted activities and register via
the Internet.
Software allows the public to view all information about an
activity on one page, versus having to click on various icons
and have pop-up windows be displayed with one piece of
information on each pop-up window.
Software allows recreation staff to post activities on the
Internet by simply clicking a selection box associated with
any activity already entered into the registration management
component of the software.
Software allows organization to accept payment online with a
major credit card such as Visa or MasterCard.
Software uses SSL technology to ensure the security of the
public’s credit card transactions.
Software offers the ability for the public to view the number of
seats available for online registration before going through
the entire registration process.
Software allows recreation staff to set up customized
questions (i.e., What is your T-shirt size?, etc.) for customers
to respond to during the Internet registration checkout
process. The answers to these custom questions can then be
viewed in a report.
Software allows recreation staff to set separate enrollment
periods for activities offered via the Internet versus activities
offered for walk-in or mail-in registration, and further prioritize
between residents, non-residents, members and returning
customers.
Software allows recreation staff the option to set a
percentage of each activity’s seats to be made available for
Internet registration.
Participants using the public Internet registration interface
and recreation staff using their workstations, access a
common database in real time.
Software allows the option to set up an Internet only discount
to encourage customers to register via the Internet.
Software offers the ability to determine the residency status
of online customers and apply separate fees and set different
online enrollment periods for resident vs. non-resident
customers.
Software allows organization customers to view, print out,
and or download a weekly schedule of their family’s
enrollments with links to activity detail information.
Ability to create iCalendar Export File allowing schedules to
be imported to personal calendars such as Google and/or
Outlook.
Software offers the ability for the organization customer to
“log off” when their session has ended to restrict access to
their account information by subsequent users of the same
computer.
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L17
L18
L19
L20
L21
SECTION
M
M1
M2
M3
M4
M5
M6
M7
M8
M9
Software allows organization users to generate reports to
track Internet registrations and revenue.
Ability to allow participants to seamlessly connect to their
Facebook account to post an RSVP and invite friends to an
activity.
Uses a Geo Coding feature to integrate with Google Maps to
show center locations at the activity detail page and allows
participants to search for activities via map view.
Software allows staff to register participants through their
workstations at the same time that an optional internet
registration capability allows customers to register
themselves through the internet.
Software allows customer facing web pages to be viewable
and render able through mobile devices, in particular
smartphones.
PUBLIC ACCESS: ONLINE FACILITY RESERVATION
Software offers the ability to dynamically generate and post
.html web pages from facility data and availability already
entered into the facility management component of the
software. No redundant data entry is required.
Software accesses the same database as recreation staff at
their desks do, in real time, ensuring single view of the
organization at all times. No synchronization or lag time
required.
Software offers the ability for customers to search for
available facilities online by “reservation type” (meeting,
seminar, etc.), “facility type” (park shelter, classroom, etc.),
“location”, “area”, “amenities”, “capacity”, “date”, and “time”.
Software allows customers to view their requested
reservation on a monthly calendar prior to confirming their
request.
Software allows customers to view facility detail information
online listing the facility location, phone contact, supervisor,
amenities, min/max capacity, facility overlap information, and
hours of operation for each day of week.
Software allows staff to view Internet reservation requests
and approve or deny the request prior to confirming and
accepting payment.
Software has built-in waiver functionality, such that
customers have to click on “Accept” in order to continue with
the reservation after reading the waiver – this is recorded as
an electronic signature.
Software allows organization staff to generate a report
showing all Internet facility reservations.
Software supports Interactive Mapping – the ability to upload
a map and add links and labels, position icons and/or other
elements, view availability and make reservations.
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SECTION
N
N1
N2
SECTION
O
O1
O2
O3
O4
O5
O6
O7
O8
O9
O10
O11
O12
O13
PUBLIC ACCESS: ONLINE CALENDAR
Software allows for built-in calendar to show upcoming
special events, activities or rentals.
Ability to select which activity, event or rental to be listed
through the online calendar.
PAYMENT COLLECTION, FINANCIALS AND FISCAL
REPORTING
Software supports both cash revenue and modified accrual
accounting methods of revenue recognition – software is
configured accordingly during the initial implementation
stages.
A customer Account Management and Accounts Receivable
software is included to track customer balances and provide
reports for all payments coming due.
If there are any payment plan payments on a receipt,
additional text is added to the bottom of the receipt, above
the receipt notes, giving the receipt number and payment
plan balance on each payment plan paid against on the
receipt.
Software allows deposits to be placed, including a partial
payment at the time of reservation and collection of the
remaining balance later.
Customer Account Management and Accounts Receivable
software is included to track customer balances and provide
reports for all payments coming due.
Software will produce all of the following “Daily Close”
reports:
 Cash Receipt and Cash Distribution, listing all receipts
processed payment type, and totals.
 Account Distribution summary, showing all payment
distributions.
Software produces Monthly and Yearly reports similar to the
Daily Close reports.
Daily, Monthly, and Yearly reports can be specified by date
range, starting and ending receipt numbers, and starting and
ending voucher numbers.
Software produces Net Revenue reports, including in a
summary or detail format, and sorted by Facility, Activity,
Season, Category, or Revenue Account.
Software produces a Refund report, showing all refunds for a
specified date range.
Software has the ability to calculate and track customer
balances, and accept customer payments on account.
Software has the ability to post adjustments to the customer’s
account balance.
Software will produce customer invoices and/or statements.
Recreation Management Software RFP
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O14
O15
O16
O17
O18
O19
O20
O21
O22
O23
O24
O25
Software will produce all of the following “Daily Close”
reports:
 Cash Receipt Report, listing all receipts, processed
payment type and totals.
 Cash Distribution summary, showing all payment
distributions.
 Account transfer report, showing funds flow among
revenue accounts.
Software will produce a cash summary sheet that lists
payment types and/or denomination amounts so that the front
desk users can specify how much of each payment type or
denomination is in the cash drawer at the end of the shift.
This creating a blind or semi-blind balance.
Ability to track and audit cash summary over/shorts.
Software produces Net Revenue reports. Each of these
reports can be produced in a summary or detail format, and
sorted by Activity, Season, Category, or Revenue Account.
Software will produce Receipt Payment reports.
Software allows for re-printing of receipts.
Software produces customer Balance Due reports.
Software produces Daily Close, Monthly Close, and Yearly
Close reports.
Software displays the user that voided a transaction on the
voucher or receipt.
All “software” and “global” information such as G/L accounts,
centers, seasons, etc. are managed and maintained within
the same web-based software solution. For example all G/L
accounts can be inputted and edited/maintained in just one
area without requiring duplication.
Software allows the user to group G/L accounts by
department and then generate reports to track G/L account
information by department.
Software allows the user to define G/L accounts by site.
Users can then choose to just view the G/L account
information for their site when setting up activities and
generating reports.
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